Document Controller

Job description

About ISG
ISG is a dynamic global construction services company.
We have had a hand in some of the world's most impactful and recognisable places, but our legacy is about far more than buildings. Across Europe, the Middle East and Asia, we deliver places where people and businesses make memories, forge new experiences, and reach their goals.
In short, we deliver the places that enable people and businesses to thrive.

Job Title: Document Controller
Division: UK Construction
Location: Reading
Reporting To: Senior Document Controller

Construction South is part of the UK Construction business and includes the Wales and West, and the South East . Projects on average range between £5 - £50 million and are primarily based in the Public Sector with some projects in the Private Sector. Sectors include Leisure, Justice, Defence, Education, Health and Commercial offices.

The Opportunity

As a Document Controller you will have responsibility for a number of project(s) in the Thames Valley region. The role will be hybrid working with travel to the regional office and project sites. Experienceusing Aconex is essential.

Role Purpose

• To provide day-to-day oversight of the pre-contract and contract document control
  
• To control the large number of documents received daily, ensuring that all drawings are administered and distributed promptly
  
• To create an accurate, efficient and user-friendly filing system ensuring that documents are flawlessly tracked, and awareness is maintained of the status of each item
  
• To continuously prioritise documents by maintaining an awareness of project progress at all times
  
• Creating customised reports for the Project Team and Design Team is also a key factor of the Document Controller role to ensure smooth communication and to minimise Designers response time
  

Key accountabilities

• To understand and work within the document control system; to uphold the processes and protocols.
  
• To understand and effectively use the Drive we use.
  
• Help manage the information distribution involved in procurement using the document control system.
  
• Maintenance of accurate records of all drawings and other construction documents issued by consultants and contractors through each stage of the project. Process a large number of documents daily, including a thorough QA check, printing and review/ distribution, and electronic forwarding to create an accurate and comprehensive audit trail.
  
• Ensure that an effective internal review loop is maintained so that all documents are properly reviewed by the Project Team.
  
• Ensure that every drawing or other design document is received by the relevant subcontractors and consultants; this involves being a final point check on any distribution marked by the Project Manager or Construction Manager.
  
• Establish from outset a close relationship with the existing Document Control team and the wider ISG team to ensure that the proper procedures are put in place to maintain cost control and contractual integrity of the Project.
  
• To log, distribute promptly and keep updated various instructions from consultants, clients, project managers etc.
  
• To label, log, store and process all sample approvals.
  
• Establish and maintain a Request for Information system, providing reports to the Project Team as necessary.
  
• Communicate to the Project Team the abilities of the document control system and provide training, technical and procedural support for all users.
  
• Liaise with consultants/contractors to ensure that all parties are working to the correct drawings and other design documents, and to ensure that all parties are issuing documents correctly.
  
• Thoroughly police the procedures and standards defined in the project's protocols and procedures.
  
• Maintain an awareness of the current issues and progress of the project to ensure that documents are continuously prioritised in a way to best suit the Project.
  
• Review all comments made on documents to ensure that they have been added electronically to form part of the audit history and that the comments are reviewed by the project team and the status of documents is updated accordingly.
  
• Keep up to date copies of each drawing and other design/ approval documents on site for the use of the Project Team.
  
• Establish and maintain a report diary in order to deliver accurate and timely reports related to document control as requested by project and professional teams (e.g. outstanding approvals, unanswered RFIs etc.)
  
• Provide the team with timely and accurate answers to all document control related queries.
  
• Undertake regular reviews of the system to ensure effective use across the project.
  
• Foresee any issues that have potential to disrupt the information flow or audit trail of the project and take appropriate actions to resolve these issues.
  
• Document all discrepancies in document issues to subcontractors and professional partners, ensuring that the Project Manager is aware of any discrepancies and that all problems are resolved in a timely fashion by liaising directly with all members of the wider project team.
  
• Create and maintain an accurate, efficient and user-friendly filing system (as set out in the company's Best Practice Manual), ensuring that copies of drawings and documents are easily found.
  
• Order reprographics as necessary, liaising with the Project Team and the reprographics supplier to ensure that costs are controlled.
  
• Ensure that a drawing rack is set up and maintained with current drawings, detailed on a corresponding directory.
  
• Set up, configure and maintain an electronic snag management system, providing reports to the project team as necessary.
  
• Take responsibility for the production of handover manuals and/or Operation & Maintenance manuals to ensure that approved and finalised documents are issued to the Client at Practical Completion.
  
• At the end of the project, ensure that all project files are collated and correctly archived for easy and accurate retrieval.
  

Skills & Experience

• Experience of working on a construction site environment (in a similar role) preferable
  
• Experience using an electronic document control system preferable but not essential
  
• Knowledge of document control and/ or construction industry processes/ terminology preferable
  
• Proven planning and process management skills
  
• Attention to detail, accuracy and methodical approach to duties
  
• Accurate typing skills with a minimum speed of 60 wpm
  
• Must be able to communicate articulately, positively and effectively in English
  
• Advanced knowledge of Word, Excel. PowerPoint preferable
  

#LI-JM1

What's in it for you?

• Ongoing career development and accredited learning
  
• Annual recognition and values awards
  
• Global employee assistance program
  
• Pension scheme
  
• Life assurance
  
• Private healthcare including private GP service and mental health pathways
  
• As part of our wellbeing offering, ISG offers a monthly wellbeing allowance
  
• Cycle to work scheme
  
• Electric vehicle salary sacrifice scheme
  
• Industry-leading family friendly policies (39 weeks maternity leave and 8 weeks paternity at full pay)
  
• Volunteer day
  
• Discounts such as cinema to ensure you're still loving ISG even when you leave the office
  
• Most Friday's are a 4 pm finish providing work is completed for the week
  
• Your work-life balance really matters to us, so in addition to your holiday allowance we have a You Day to allow you to take an extra day off to celebrate a special event, spend time with your family or just do something that will make your life easier or more enjoyable
  
• Thriving networks including I-NOW (Women's Network), Race and Faith, LGBTQIA+, Armed Forced Covenant and the menopause working group, everyone's invited
  

If you'd like to speak to the Talent Acquisition team, please contact [email protected] below for more details.